Case Studies

AML helps city launch new website, stabilize network infrastructure, and establish a technology partner.

Incorporated in 1967, the city of Bethel Heights, Arkansas has recently experienced rapid population growth. Increasing from 714 people in 2000 to 2,373 people in 2010, such quick growth changed Bethel Heights’s classification in Arkansas to a second-class city. That shift in growth means more citizens needing and demanding important services. And like many cities, Bethel Heights found itself needing to modernize its technology to keep pace with this higher demand and stress upon city staff.

Challenge

Unfortunately, Bethel Heights struggled to find reliable IT support to meet the service demands of a rapidly growing population. The city’s previous IT vendor did not always respond to requests for help and frequently missed project deadlines. This situation left the city with quite a few problems and challenges.

  • Outdated equipment. Despite investing in new server hardware, that new hardware sat unused for months while the city’s previous vendor missed deadline after deadline to set it up. That meant the city kept using outdated equipment and wasted its investments in new equipment.
  • Unstable, unreliable wireless network. The city became highly dependent on an unreliable wireless connection shared between city hall and the police department. Despite both buildings located across the street from each other, both facilities stopped working when one side’s wireless connection went down.
  • Outdated, unreliable website. Because of an outdated website that often failed to work, the city lost major opportunities to communicate with citizens and promote Bethel Heights.
  • Uncertainty related to onsite and offsite data backup. The city could not be sure of recovering its data in case of a server failure or larger disaster such as a tornado.
  • Reduced ability to satisfy Freedom of Information Act (FOIA) requests related to email. The city ran email software on a server that had significant storage limitations. This limited technology severely restricted the city’s ability to satisfy FOIA requests.

Solution

Bethel Heights solved these challenges and modernized its technology by using the Arkansas Municipal League’s “IT in a Box” service. Powered by Sophicity, “IT in a Box” is a complete IT solution for cities and local governments. The service includes:

  • A website
  • Data backup
  • Offsite data backup storage
  • Email
  • Document management
  • Vendor management
  • Microsoft Office for desktops
  • 24x7 helpdesk and support
  • Server, desktop, and mobile management

Results

“IT in a Box” helped Bethel Heights:

  • Implement rock solid, reliable 24x7 IT support.
  • Maximize its investment of already purchased new equipment.
  • Stabilize its network infrastructure to reduce downtime.
  • Launch a new, modern city website.
  • Set up comprehensive onsite and offsite data backup and disaster recovery.
  • Migrate email to a reliable, searchable cloud platform to help with FOIA requests.
  • Create a predictable IT budget.
We are so amazed with the services that Sophicity has provided for Bethel Heights. We thought our systems were secure until we became infected with a virus. We then discovered we also had many more issues that needed immediate attention. Sophicity was the only IT company that could provide every service the city needed. Sophicity was excellent in guiding me through my many questions. We have new computers, offsite backup, a reliable wireless network, and 24/7 help. We receive prompt service from a friendly, professional staff. Sophicity transformed our old website from a “lump of coal” to a shiny new diamond! Since we acquired Sophicity’s services every need has been met with complete satisfaction. - Cynthia Black, Mayor
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About Sophicity

Sophicity is an IT products and services company providing technology solutions to city governments and municipal leagues. Among the services Sophicity delivers in “IT in a Box” are a website, data backup, offsite data backup storage, email, document management, Microsoft Office for desktops, server, desktop, and mobile management, vendor management and a seven-day a week helpdesk. Read more about IT in a Box.


Dawsonville, incorporated as a city in 1859, is the county seat of Dawson County in Georgia. Steeped in Southern history, Dawsonville is speeding quickly into the future. While still small at 2,536 residents, the city experienced a population increase of 139% between 2000 and 2010. That’s probably because of its high quality of life. Dawsonville hosts a number of festivals and events, including The Mountain Moonshine Festival that features cars, arts and crafts displays, clogging, and other entertainment.

Challenge

For many years, the city mostly worked with a basic set of technologies: some servers, computers, and a website. The servers and computers were repaired or replaced as needed, and they were even used for data backup. Trying to get employees to regularly back up their data onto a server introduced uncertainty, especially when the servers ran out of disk space.

The city’s lack of technology strategy indicated a variety of deeper problems and missed opportunities to serve citizens. The city also had an outdated website that made it difficult to communicate with citizens, and no real document management system that digitized and securely stored paper documents to mitigate the risk of data loss at City Hall.

Despite wanting to be proactive in dealing with its technology issues, the city found that the potential high cost of upgrading its technology prevented city leaders from moving forward.

Solution

Dawsonville solved these challenges by using the Georgia Municipal Association’s “IT in a Box” service. Powered by Sophicity, “IT in a Box” is a complete IT solution for cities and local governments. The service includes a website, data backup, offsite storage, email, document management, Microsoft Office for desktops, server and desktop management, vendor management, and a seven-day a week helpdesk.

Results

“IT in a Box” helped Dawsonville:

  • Mitigate the risk of data loss with onsite and offsite backups.
  • Launch a high quality, user-friendly website.
  • Ensure a highly available and dependable email system.
  • Eliminate or upgrade much of the city’s hardware, and move most of the city’s data into the cloud to increase quality of service and reduce overall costs.
  • Support its city staff through ongoing monitoring and maintenance of servers and workstations, coupled with 7 days a week helpdesk support.

Dawsonville also saved $26,868 (or 58%) of the costs typically spent modernizing a city network of their environment and size. “IT in a Box” also helped Dawsonville establish a strong technology foundation and create a predictable IT budget.

Sophicity came to our attention at the perfect time. Their ability to analyze our systems and guide us in establishing what works for us, and not just provide a stamped out package, was amazing. Great people, great systems, and great teamwork—all working together. It’s indicative of the same teamwork GMA provides in bringing us new and better ways to improve our cities. - W. James Grogan, Mayor
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About Sophicity

Sophicity is an IT products and services company providing technology solutions to city governments and municipal leagues. Among the services Sophicity delivers in “IT in a Box” are a website, data backup, offsite data storage, email, document management, Microsoft Office for desktops, server, desktop, and mobile management, vendor management and a seven-day a week helpdesk. Read more about IT in a Box.


KLC helps city stabilize data backup and disaster recovery, better respond to open record requests, and delegate all IT support to experienced professionals.

Residing in the beautiful northeastern Kentucky mountains within the Daniel Boone National Forest, Morehead is a city of almost 7,000 people approximately 70 miles east of Lexington. It’s also home to Morehead State University, ranked as a top public school in the south, and Cave Run Lake, an 8,270-acre reservoir that attracts many recreational enthusiasts.

Like many smaller cities throughout the United States, a small dedicated staff oversees many of the day-to-day operations. That means everyone, including the mayor, is hands on helping citizens. But as information technology becomes more complicated in its variety, requirements, and integration with legal aspects of local government, it can be overwhelming to add its hassles to an already overburdened staff workload.

Challenge

For many years, the mayor and city staff handled any technology needs and requirements for their city. That meant setting up their own computers and calling software, Internet, telecom, and hardware vendors for support requests. Not surprisingly, this essential work can get overlooked and even shelved when day-to-day tasks take over.

This frantic scramble to keep up with technology was a symptom of deeper problems. Without a dedicated person to focus on technology, the city also had uncertainty related to the reliability of its data backup, a compromised ability to respond to e-discovery or open records requests from using an email service that was difficult to support, and no website to communicate with citizens.

However, the potential high cost of hiring IT staff and upgrading the city’s technology prevented Morehead from moving forward.

Solution

Morehead solved these challenges by using KLC’s “IT in a Box” service. Powered by Sophicity, “IT in a Box” is a complete IT solution for cities and local governments. The service includes a website, online payments, onsite data backup, unlimited offsite storage of backups, email, document management, Microsoft Office for desktops, server, desktop, and mobile management, vendor management and a 7-day a week helpdesk.

Results

“IT in a Box” helped Morehead:

  • Launch a high quality, user-friendly website.
  • Mitigate the risk of data loss through onsite and offsite server backups.
  • Ensure a highly available and dependable email system.
  • Support its city staff 24/7 through ongoing monitoring and maintenance of all servers and workstations, coupled with 7 days a week helpdesk support.
  • Mitigate the risk of paper document loss and increase document retrieval ability through a document management system.
Morehead also saved $28,134 (or 60%) of the costs typically spent modernizing a city network of their environment and size.

We now have a level of security unimagined beforehand with constant monitoring and reliable offsite backups. I worry much less with the Sophicity team watching things for the City of Morehead. – Mayor David Perkins
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About Sophicity

Sophicity is an IT services and consulting company providing technology solutions to city governments and municipal leagues. Among the services Sophicity delivers in “IT in a Box” are a website, online payments, onsite data backup, unlimited offsite storage of data backups, email, document management, Microsoft Office for desktops, server, desktop, and mobile management, vendor management and a seven-day a week helpdesk. Read more about IT in a Box.


GMA helps city procure equipment to start operations and launch website, data backup & disaster recovery, and email.

As one of the newest cities in Georgia, Peachtree Corners is located in fast-growing Gwinnett County in metro-Atlanta. Located near successful business clusters such as Technology Park and The Forum, Peachtree Corners is a planned community that is now the largest city in Gwinnett County. Like any new city, Peachtree Corners is creating everything from scratch – from its vision of the future to the most tactical aspects of its operations.

Challenge

From the start, Peachtree Corners needed robust IT to help them hit the ground running. Like most cities, they needed a website, basic hardware to help run operations, software licensing, and email. Without the basics in place early on, Peachtree Corners would not be able to effectively serve citizens—and these citizens would be watching this new city very carefully.

In addition, Peachtree Corners also had to think about ongoing costs that included data backup, disaster recovery, website hosting, website content management, hardware support, and access to a helpdesk. The city had not yet budgeted for longterm future IT costs, and the potential high cost of building an IT infrastructure seemed daunting.

Solution

Peachtree Corners solved these challenges by using the Georgia Municipal Association’s “IT in a Box” service. Powered by Sophicity, “IT in a Box” is a complete IT solution for cities and local governments. The service includes a website, online payments, onsite data backup, unlimited offsite storage of data backups, email, document management, Microsoft Office for desktops, server, desktop, and mobile management, vendor management and a seven-day a week helpdesk.

Results

“IT in a Box” helped Peachtree Corners:

  • Launch a high quality, user-friendly website.
  • Ensure a highly available and dependable email system.
  • Mitigate the risk of data loss through onsite and offsite server backups.
  • Procure and configure computers and network equipment needed to start operating.
  • Provide enterprise-level helpdesk support for its staff along with day-to-day technology monitoring and maintenance.

Peachtree Corners saved $66,459 of the costs typically spent launching a city network of their environment and size. “IT in a Box” helped Peachtree Corners establish a strong technology foundation and create a predictable IT budget.

Sophicity was instrumental in getting Peachtree Corners off the ground and running in regards to all aspects of IT. They provided the City with outstanding service in putting together the entire IT infrastructure from the desktop computers and servers to the security to protect it. The support team did an outstanding job during those first pivotal moments of setting up users for email, answering phone calls for support, and establishing security settings for each user based on their role with the City. Sophicity was also integral in helping the City build, launch and maintain our website. - Accounting Manager/Clerk of Court Brandon Branham
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About Sophicity

Sophicity is an IT services and consulting company providing technology solutions to city governments and municipal leagues. Among the services Sophicity delivers in “IT in a Box” are a website, online payments, onsite data backup, unlimited offsite storage of data backups, email, document management, Microsoft Office for desktops, server, desktop, and mobile management, vendor management and a seven-day a week helpdesk. Read more about IT in a Box.


KLC helps city launch new website, stabilize data backup, disaster recovery, manage city documents, and provide email

Incorporated in 1965, Lyndon, Kentucky has grown from 500 to more than 11,000 residents in almost 50 years. The city actively promotes business, ranging from UPS’s International Air Headquarters to smaller businesses numbering more than 500 in this thriving community. With the city’s 17-acre Robsion Park providing playgrounds and trails for its citizens, Lyndon is one of Kentucky’s most progressive cities.

Challenge

Despite phenomenal growth, the city’s technology unfortunately lagged behind. Uncertainty existed related to the city’s data backup, ability to recover in the event of a disaster, email, website, and hardware support. With so many questions unanswered, the city was not well prepared for a system failure.

As with many cities that have underinvested in technology, the potential high cost of upgrading prevented Lyndon city leaders from moving forward.

Solution

Lyndon solved these challenges by using the Kentucky League of Cities “IT in a Box” service. Powered by Sophicity, “IT in a Box” is a complete IT solution for cities and local governments. The service includes a website, data backup, offsite storage, email, document management, Microsoft Office for desktops, server and desktop management, vendor management and a seven-day a week helpdesk.

Results

“IT in a Box” helped Lyndon:

  • Reduce service outages by switching to more reliable Internet access.
  • Mitigate the risk of data loss through onsite and offsite server backups.
  • Ensure a highly available and dependable email system.
  • Mitigate the risk of paper document loss and increase document retrieval ability through a document management system.
  • Launch a high quality, user-friendly website.
  • Replace an expensive, hard-to-maintain phone system with a VoIP system.

From Sophicity’s assessment of the city’s previous IT infrastructure, Lyndon saved $45,508 of the costs typically spent modernizing a city network of their environment and size, with no upfront capital expense. “IT in a Box” helped Lyndon stabilize its technology and create a predictable and affordable IT budget.

We are thrilled with the results Sophicity has been able to provide the City of Lyndon. Our records are now secure and the system is backed up daily to off-site storage. Sophicity assisted with analyzing our telephone/internet needs and they were able to provide a new system which is up, running and working well. And I can’t say enough about their availability, expertise and problem-solving skills. They are our “One Stop Shop!” – Mayor Susan Barto

If you're interested in learning more, contact us about IT in a Box.

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About Sophicity

Sophicity is an IT services and consulting company providing technology solutions to city governments and municipal leagues. Among the services Sophicity delivers in “IT in a Box” are a website, data backup, offsite storage, email, document management, Microsoft Office for desktops, server and desktop management, vendor management and a seven-day a week helpdesk. Read more about IT in a Box.


GMA helps city stabilize data backup, disaster recovery and email

Oxford, Georgia is a tight-knit community located in the heart of the state. City officials, staff, and police work hard to serve the town’s 2,134 residents, including a large student population attending Oxford College of Emory University.

Challenge

While Oxford College offers the full technological amenities of a world-class university and Oxford residents enjoy high-speed broadband, the city found its IT services out of date and unstable. Concerned with the stability and security of their email, server hosting and data backup, city officials needed to upgrade and modernize their technology.

However, the potential high cost of upgrading the city’s technology prevented Oxford city leaders from moving forward. In their technology assessment, expenses associated with hardware and software upgrades exceeded the city’s IT budget.

Solution

Oxford solved these challenges by using the Georgia Municipal Association’s “IT in a Box” service. Powered by Sophicity, “IT in a Box” is a complete IT solution for cities and local governments. The service includes a website, data backup, offsite storage, email, document management, Microsoft Office for desktops, server and desktop management, vendor management and a seven-day a week helpdesk.

Results

“IT in a Box” helped Oxford:

  • Mitigate the risk of data loss through onsite and offsite server backups
  • Ensure a highly available and dependable email system
  • Eliminate the need to purchase more servers
  • Reduce support fees by several thousand dollars annually

Oxford saved $46,812 (or 72 percent) of the costs typically spent modernizing a city network of their environment and size. “IT in a Box” helped Oxford stabilize its technology and create a predictable IT budget.

“IT in a Box has helped Oxford streamline our IT issues into one source, one call for multiple needs. They provide elite and dependable customer service staff with 7 days a week coverage.” – City Clerk Lauran Willis

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About Sophicity

Sophicity is an IT services and consulting company providing technology solutions to city governments and municipal leagues. Among the services Sophicity delivers in "IT in a Box" are a website, data backup, offsite storage, email, document management, Microsoft Office for desktops, server and desktop management, vendor management, and a seven-day a week helpdesk. Read more about IT in a Box.


Georgia Municipal Association helps city stabilize data backup, disaster recovery and email

The City of Flowery Branch, Ga. is a cozy community nestled on the banks of Lake Lanier with its history dating back to the late 1800s. Despite the town’s historical charm, Flowery Branch needed its network infrastructure to catch up to modern technology.

Challenge

Antiquated and unreliable, Flowery Branch’s IT services concerned city officials. The stability and security of the city’s email, server hosting and data backup affected city operations and jeopardized the ability to recover from a disaster.

However, costs to implement and maintain technology upgrades also alarmed Flowery Branch’s city leaders. In their technology assessment, hardware, software and labor expenses to upgrade technology were higher than what the city had budgeted. It seemed like a lose-lose situation.

Solution

Flowery Branch engaged with the Georgia Municipal Association and utilized its “IT in a Box” service.

Powered by Sophicity, “IT in a Box” is a complete IT solution for cities and local governments. The service includes a website, data backup, offsite storage, email, document management, Microsoft Office for desktops, server and desktop management, vendor management and a seven-day a week helpdesk.

Results

By leveraging vendor management, which is included with IT in a Box, Flowery Branch’s telecom contract was renegotiated creating a potential savings of $203,886.90 over a 10-year period. In the first year alone, the city saved $39,035 (or 48 percent) of the costs typically spent modernizing a network of its environment and size. These savings helped Flowery Branch stabilize its technology and create a predictable IT budget.

Additionally, “IT in a Box” helped Flowery Branch:

  • Mitigate the risk of data loss through onsite and offsite server backups
  • Ensure a highly available and dependable email system
  • Move to a faster Internet connection
  • Decrease spending on telecommunications services
“The City of Flowery Branch certainly feels as though we gained a partner in working through our IT issues. Sophicity has been responsive in showing us options that made operational and fiscal sense.”
— City Manager Bill Andrew

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About Sophicity

Sophicity is an IT services and consulting company providing technology solutions to city governments and municipal leagues. Among the services Sophicity delivers in "IT in a Box" are a website, data backup, offsite storage, email, document management, Microsoft Office for desktops, server and desktop management, vendor management, and a seven-day a week helpdesk. Read more about IT in a Box.


Georgia Municipal Association helps city stabilize data backup, disaster recovery and email

Like many municipalities, the City of Oakwood, Ga. struggled with managing its technology and keeping costs associated with it affordable.

Challenge

Oakwood faced challenges with both its data backup solution and its email system. The city needed data backup to ensure information is never lost. And, the availability of the email system was critical for both City Hall and the police department to ensure during an emergency, hardware failure, or disaster, that city officials would be able to communicate with each other and residents via email.

Likewise, residents would not be able to reach city leaders electronically. Email provides a vital critical communication tool for cities.

Resolving and modernizing these technological challenges was likely going to be an expensive undertaking for Oakwood because of the required hardware, software, and labor costs. Once the initial investment was made, Oakwood would then have to pay ongoing maintenance and support fees because it did not have IT assistance in house.

Solution

To address its technology challenges, Oakwood engaged the Georgia Municipal Association (GMA) for "IT in a Box," which is powered by Sophicity.

"IT in a Box" delivers a complete IT solution for municipal governments. It includes a website, data backup, offsite storage, email, document management, Microsoft Office for desktops, server and desktop management, vendor management, and a seven-day a week helpdesk.

Results

Using "IT in a Box," Oakwood saw tremendous results in just three months. Sophicity helped Oakwood:

  • Mitigate the risk of data loss through onsite and offsite server backups.
  • Ensure a highly available and dependable email system.
"Sophicity's reliable data backup service gives me piece of mind." - City Manager Stan Brown
"I have been extremely impressed with Sophicity's responsiveness to our needs 24/7." - Chief Randall Moon

Oakwood saved $46,977 (or 54%) of the costs that would typically be seen in modernizing a city network. This helped Oakwood stabilize its technology and create a predictable IT budget.

If you're interested in learning more, contact us about IT in a Box.

About Sophicity

Sophicity is an IT services and consulting company providing technology solutions to city governments and municipal leagues. Among the services Sophicity delivers in "IT in a Box" are a website, data backup, offsite storage, email, document management, Microsoft Office for desktops, server and desktop management, vendor management, and a seven-day a week helpdesk. Read more about IT in a Box.


Problem 
The City found itself using a finance system that had reached its technical end of life. Many of the processes in place required manual tasks such as printing various reports and then using those reports to rekey data, sometimes within the same system. Many of the capabilities the City saw as vital for future development were simply not available to them.

Similarly, the Public Safety department had utilized desktop software technology for many tasks, but could go no further. Along with many manual processes, simple requests for information required days or even weeks of manual review by personnel. Police reporting required Officers to return to the station for completion, consuming up to 2 hours of each shift by each officer every day.

The City needed not just a new accounting system, but an entire Enterprise Resource Planning application to tie all of the different areas of the City – from City Hall to Public Safety and Public Works - together into one cohesive whole. They needed a way to add efficiency, reliability, and predictability to their environment.

Solution
Sophicity initially conducted an assessment where each department’s use of technology was cataloged, future recommendations developed, and a plan of action initiated. Once complete, we developed requirements for the new systems through detailed interviews of each department and mapping of existing workflows.

Once the assessment and requirements were gathered, we were able to draft a robust, 70-page RFP that detailed exactly what the city needed. We then managed the distribution to a number of vendors in the ERP space and assisted the City through the RFP process by building consensus on the critical decision factors and guiding City personnel through making sound decisions based on objective proof and evidence. 

Results
The City was able to quickly, and easily choose the right vendor to implement the system. Once the City decision makers had chosen, Sophicity was able to garner unanimous agreement on the Vendor of Choice by all 29 City Departments. We then helped City staff make the presentation to City Council, resulting in the Council’s unanimous approval of the project and Vendor.

Once the contract with the Vendor was negotiated, Duluth was able to attribute a savings of $1.6 million to Sophicity’s expertise and involvement in the project based on Sophicity’s advice during the selection and negotiation phases of this project and our detailed requirements and workflow mapping provided to vendors prior to the purchase of the ERP systems. The detailed RFP allowed the Vendor to exactly tailor the response to the City’s needs instead of providing a more costly one-size-fits-all solution. 


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